Workbook has an import setup to enable you to send individual credit card transactions to individuals for updating details and attaching receipts. This article shows you how to set up your credit cards and assign a reconciler to the credit card.
ON THIS PAGE YOU WILL FIND: |
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ADDING YOUR CREDITOR
Make sure you have a creditor set-up for your credit card. You can have an overall credit card creditor or you can specify each card used. Having a creditor per card may make reviewing credit card transactions simpler.
Complete your creditor as per these instructions: Creditors > Creating a Creditor
RECONCILER MAPPING SETUP
The employee who is the reconciler for the credit card will need to have the creditor you’ve setup linked to their employee expenses. To do this: Settings > Employee Creditor Mappings
Create new creditor mapping and complete the details:
Select the Employee who is reconciling the credit card
Select the company in which you are setting up the credit card import
Select the creditor which you created in the first step
Untick:
Enable on expense entry
Enable on mileage entry
Enable on subsistence allowance
Tick:
Show account in personal expense grid
Click OK
Find the mapping you created and tick the boxes as follows:
You can set up multiple creditor mappings per employee. This is useful if the reconciler is in charge of multiple credit cards.
CREDIT CARD MAPPING
Now you need to setup the credit card mapping. When you import the credit card statement, these details will be used to default each transaction to the correct reconciler.
Go to Finance & Administration > Personal Expense Credit Card Import > Non-mapped cards
Create new:
Field | Description |
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Card number | On your credit card statement there will be a field that identifies which credit card the transaction relates to. This needs to match the statement exactly. This is how Workbook identifies what to do with your entries. |
Card name | The name on the card (this does not need to match exactly). |
Cardholder | The owner of the card (this does not need to match exactly). |
Employee | This is the name of the reconciler for the credit card (which you set up in the previous step). |
Creditor account | Select the creditor account which this relates to. |
Comment | Internal purposes only - use this to easily identify a card or make notes about it. |
Your entries should look like this:
IMPORTING THE CREDIT CARD STATEMENT
Now that you’ve set-up the creditor and credit card mapping, you can complete your import using these instructions: Export, Import & Maintenance > Personal Expense Credit Card Import